Zoho Recruit | Decision Guide for Territory Management

Decision Guide for Territory Management

Assumptions

This document assumes that you are already aware of the basic concepts of territory management. For an understanding of the feature in Zoho Recruit, take a look at the help document - Territory Management Overview.

Introduction

Territory Management is a system by which company details are grouped based on a defined set of criteria. This makes for easy sharing of company detials among recruitment teams in your company. In Zoho Recruit, the territory management feature lets you:

  • Create territories and specify criteria that define a territory.
  • Build a territory hierarchy in addition to the role hierarchy in your account.
  • Access predefined reports on territories, such as Star performers across territories, Overall Hiring Duration among territories, Revenue By Territories, etc.
  • Create custom reports on territories.
  • Set multiple forecast targets for users belonging to multiple territories.

Territory management need not be a requirement for every organization. You need to decide on the usage of territories for your organization's recruitment structure and data-sharing model. This document will guide you and help you decide if Territory Management is required for your company.

Role vs Territory

Let us first take a look at the advantages that territory management has to provide when compared to roles.

Role Hierarchy
Territory Hierarchy
Record ownership is with one owner.
Record ownership is with one owner.

The record is accessible to:

  • Owner of the record
  • Users who are superior to the record owner in the role hierarchy
  • Users who have access granted based on the data sharing rules.
The record is accessible to:
  • Owner of the record
  • Users who are superior to the record owner in the role hierarchy
  • Other users in the record's territory
  • Users in the territories that are superior to record's territory.
Segment company details based on record ownership.
Segment company detials based on the account characteristics.
The user can be assigned to only one role.
The user can be assigned to multiple territories.
The user can have a single forecast target only.
Users can have multiple forecasts targets, one for each territory that they belong.


Here is a business scenario to explain better!

Let us assume that the recruiters of Zylker Corp. are split into six teams across the United States - North Central, North East, North West, South Central, South East, and South West. In this hiring structure,



  • You do not want the recruitment team from any specific region to access the records of another region.
  • There may be a few important jobs that you want to share with the senior recruiters from two different teams, in two regions.

It may become a complicated process to achieve this using roles and data sharing rules alone. On the other hand, with territories based on a defined set of criteria, you can extend the Zoho Recruit data-sharing model in your Zoho Recruit account and easily share records with various users in different teams. This will ensure that the teams are focused towards a goal to achieve the revenue target set under different time zones.

Before You Move to Territory Hierarchy

Before you plan to set up Territory Management in your Zoho Recruit account, consider the following topics that will help you determine if Territory Management is suited to your organization.

  • Recruitment Structure and Sharing Needs - A Recruit data sharing structure, which requires individuals belonging to multiple territories to access multiple company details.
  • Forecasting - Forecasts based on territory hierarchy. The need to set forecasts targets for each territory a user belongs.
  • Administration - Territories can be managed as individual units to reduce the burden on the administrators.

Recruitment Structure and Sharing Needs

How is your data shared with other users? It is crucial to analyze if the role-based hierarchy, data sharing rules, groups, and assignment rules provide the best options to share client details as per your recruitment structure. Your organization may have the need to share records based on the products or services, revenue, zip code/region, or industry, and not based on the record ownership. For such a complex and collaborative sharing model, you need territories that ensure effective grouping of company details and sharing records with different recruitment teams.

Does the recruitment structure in your organization require you to share client details with many people from different teams? Take this as an example: You have an account manager who discusses financial details with the client. You also have an assigned recruiter to shortlist and submit candidates to the client. How do you share clients with both these users?

An organization's recruitment structure may either be linear or a complex matrix, where data sharing is one-to-many. Territory Management will be right for your organization, if –

  • Your company's sharing needs depend more on client's characteristics rather than the individual ownership of the records.
  • Your organization has a matrix recruitment structure, which requires individuals belonging to multiple territories to access multiple company details.


Forecasting

When you switch to Territory Management in Zoho Recruit, forecasts will also change to suit the territory requirements. When a user is part of multiple territories you may need to set different revenue targets for the user, as you will have different targets set for each territory.
Having a single forecast target for the user will not work then. By splitting your monthly/quarterly targets based on the territories and the company detials in them, you will have a clear picture of the revenue forecast and the target to be achieved.

Administration

Does your administrator find it complicated to manage the numerous sharing rules that have to be monitored when there are changes in the recruitment structure? When there is a complex data sharing architecture, some of the challenges that you have to be aware of  are:

Providing similar data access to multiple users, managing those permissions individually or on a role level for users, creating multiple sharing rules, maintaining huge data volume and monitoring the frequent movement of recruiters to different recruitment groups.

Territories, on the other hand, are easier to manage. For example, your recruitment structure is demarcated based on region. A recruiter who takes care of client enquires that come from China is a star performer in your team. You decide to give this recruiter additional responsibility, to handle clients from Japan. In this example, territory management gives you the flexibility to add the user in China and Japan recruitment territory to where the recruiters can access the client details from both the countries.

When complex data sharing rules and role hierarchy do not meet the requirements, territories are a much easier option to maintain as individual units that will also reduce the burden on the administrators. Visualizing your organization's recruitment structure in a territorial hierarchy can help decide if Territory Management is the option for you.

Reasons to Use Territory Management.

Do you need to avoid uneven distribution of the company details to enhance focused recruitment and team responsibilities?

Your recruiters may either have too much work or too little work. This could potentially lead to wasted resources and lost revenue. The workload needs to be properly distributed to give your existing clients and their jobs the attention that they need.


Say your client segmentation range from small businesses to large corporations and the opportunities are handled by the recruiters based on the deal size. In such a structure, use territories to divide your recruitment team and assign job openings by business size to gain flexibility over data visibility and sharing.

One group of recruiters can handle jobs with a maximum of 5 positions, another group can be assigned to jobs with 5 plus positions. In the case of dynamic recruitment teams, having territories also facilitates easy movement of recruiters, as they may need to switch between territories.

Do your organization's business and data sharing model depend more on client's characteristics (geographical divisions, company's size, multiple products lines, industry, etc.) and less on the individual ownership?

Using territorial hierarchy is a big advantage as territories provide more flexibility over data visibility and sharing.

Let's say you recruit teachers for schools in different districts. Each recruitment group takes care of recruitment in their respective school districts. Within each district, there are numerous schools (preschools, high schools, college) that would like to hire teachers. Depending on the district and the volume of positions, you assign the job opening to your recruiters. Here, it's the client's characteristic that decides the overall recruitment structure.

Using the territories here will benefit you. It will provide focus and simplify the process of record sharing among individuals of different teams.


 

Are your clients spread across various geographical locations? If so, do you want to reduce travel time and expenses for your recruitment team?

Creating territories based on geographical locations of the market, and strategically placing recruiters within their native country’s recruitment territory can be of great advantage for the business. This reduces the time on travel as business opportunities are centered in one demarcated area. Also, this will help your recruitment team overcome the cultural and language barriers that different territories have.

Your Decision

Make sure you choose the right data-sharing model for the smooth running of your firm's hiring. If you would like to find out how Territory Management will suit your hiringneeds, you can also refer to the online help for more details on how it works.

To conclude. use territory management if you:

  • Have a complex recruitment structure with the need to often change users to different recruitment teams/territories.
  • Need to segment company details based on the client characteristics rather than record ownership.
  • Want an easy-to-maintain process for the administrators to manage to share data among multiple users of different teams.
  • Require multiple forecasts targets for users belonging to different recruitment territories.

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